STATEMENT OF WORK
Direct Geothermal /Ground Source Heat Pump (GSHP) Renewable Energy
Feasibility Studies, Environmental Assessments, Test Boring,
Schematic Design and Statement of Work Support for the Sacramento (Mather) VA
1.0 PROJECT OVERVIEW
This project will consider the suitability of installation of a direct geothermal (DG)
system or a ground source heat pump (GSHP) system at the Sacramento (Mather) VA
Medical Center, 10535 Hospital Way, Sacramento, CA 95655.
The project will consist of the following tasks and sub-tasks:
1) Task 1, Feasibility Study (FS)
2) Task 2 (Option), Environmental Assessment (EA)
a) Geothermal Well Drilling Environmental Assessment
b) Design/Build Environmental Compliance Review (option)
3) Task 3 (Option), Test Well Drilling
a) Test Well Drilling
b) Analysis Report
4) Optional Task 4, Schematic Design and Statement of Work (SOW) Support
a) Schematic Design Effort
b) SOW Support
c) Design Reviews
5) Optional Task 5, Soil Sampling
1.2 Period of Performance
The anticipated completion of this project is 195 calendar days after receipt of the ―notice
to proceed (NTP).’’
1.3 Pricing Schedule
Item Description Price
0001: Feasibility Study (FS) $_______________________
0002: Environmental Assessment (Option)
0002AA: Well Drilling EA: $_______________________
0002AB: Design/ Build EA Review Project $_______________________
0003: Test Well Drilling (Option)
0003AA: Test Well Drilling 1,000 ft depth $_______________________
0003AB: Test Well Drilling every 50 ft below 1,000 ft $________________
0003AC: Analysis Report $_______________________
0004: Schematic Design & SOW Support (Option)
0004AA: Schematic Design $_______________________
0004AB: SOW Support $_______________________
0004AC: Design Review for Design Build Project $__________________
0005: Soil Sampling (Option) $_______________________
TOTAL CONTRACT PRICE: $_______________________
**Please only give pricing for the provided line items listed above. No voluntary alternates or
pricing formats will be accepted. Please provide pricing for all line items, including options.
Pricing shall be all-inclusive to provide all labor, tools, materials and travel required to complete
1) The Department of Veterans Affairs (VA) desires to meet the Energy Policy Act of
2005 renewable energy goals through the use of both on-site installations and the
purchase of renewable energy certificates and green power. This Act, also known as
EPA Act 2005 (Public Law 109-58), was signed into law on August 8, 2005. Subtitle
A of H.R. 6, Federal Programs, re-established a number of Federal agency goals and
amended portions of the National Energy Conservation Policy Act (NECPA).
2) Section 203 of the EPAct 2005 requires that of the total amount of electric energy the
Federal government consumes during any fiscal year, the following amounts shall be
a) Not less than 3 percent in fiscal years 2007 through 2009,
b) Not less than 5 percent in fiscal years 2010 through 2012, and
c) Not less than 7.5 percent in fiscal year 2013 and each fiscal year thereafter.
3) For purposes of determining compliance, the amount of renewable energy shall be
a) The renewable energy is produced and used on-site at a Federal facility;
b) The renewable energy is produced on Federal lands and is used at a Federal
c) The renewable energy is produced on Indian land and used at a Federal facility.
4) The Department of Energy Federal Energy Management Program issued the
Renewable Energy Requirement Guidance for EPACT 2005 and Executive Order
13423 to provide additional information to assist agencies in meeting the EO13423
and the EPACT 2005 Requirements.
1) Energy Initiatives. In order to develop energy investment initiatives to move the VA
from previously verified or adjusted status quo baseline to a state of improved energy
consumption and cost effectiveness, VA needs to develop applicable investment
initiatives. The Feasibility Studies (FS) and Environmental Assessments (EA) will
serve as the investment tools used for the identification of potential energy
conservation and cost saving opportunities available through the development of a
study to identify VA sites (including VHA facilities) that have the highest potential
for direct geothermal installation applications. The Schematic Design and SOW
Support will ensure that the VA receives quality proposals from Offerors and awards
to the most capable contractor.
2) Alternative Funding. The VA desires assistance in determining the optimal method
for financing new renewable energy systems that are the most beneficial in the long
term to the VA. Alternative financing methods such as enhanced use leasing, energy
savings performance contracts, and utility energy savings contracts, could mean that a
3rd party owns, operates, and maintains the renewable energy system.
2.0 PROJECT SCOPE
1. General. The contract is presented with 4 work tasks to support the direct geothermal
renewable energy projects:
1) Task 1: Feasibility Studies (FS) to assess the potential for the installation of direct
geothermal systems; it will consider site conditions, existing mechanical systems
conditions and a financial analysis for a system installation, including alternative
2) Optional Task 2: Environmental Assessment (EA) or Categorical Exclusion shall
evaluate potential direct, indirect, and cumulative impacts on environmental and land
use resources of the following projects at the VA facility specified in this solicitation.
3) Optional Task 3: Drilling of a test well to find ground water temperatures to support
development of a direct use geothermal well.
4) Optional Task 4: Schematic Design Effort and SOW Support will assist the VA in
developing quality RFP package and receiving quality proposals for any design/ build
project resulting in a particular site selection.
5) Optional Task 5: Soil sampling for Ground Source Heat Pump include Drilling of a
test well to find soil thermal conductivity and drilling log.
2. Interested Parties.
1) The Contractor shall maintain a list of ―interested parties‖ identified while performing
the SOW. Interested parties are agencies (e.g., State Historic Preservation Office) or
individuals who have been consulted or expressed interest in the action VA is
2) The Contractor shall mail the Final Report copies per VA direction to interested
parties from the Sources Contacted List.
3. Report Format.
1) The Contractor shall prepare and submit all draft and final reports to the Contracting
Officer’s Technical Representative (COTR). Final Reports shall be prepared in 6
copies on standard white bond paper or formatted sheets, 8 1/2 x 11 inches [216 mm
x 279 mm], bound in three-ring notebooks. The Contractor shall also submit 3 copies
of electronic files in original and .pdf formats on CDs to the COTR.
2) All reports shall be:
a) In the final prescribed format
b) Reflect resolution of all COTR comments
c) Be written in layman’s language with limited technical terminology
d) Not contain technical, statistical, or scientific terminology without providing
related explanatory information
e) Include a Table of Contents and Appendices
f) Include a glossary of terms or explanations
g) Contain all contract numbers, date prepared, logo of the company, address,
telephone number, and other pertinent information
4. COTR Review of Reports. The COTR will review all draft and final reports to verify
completeness of the report and compliance with contract requirements. The reviews by
the COTR are not to be interpreted as resulting in an approval of the Contractor quality of
the work toward meeting contract requirements but are intended to discover any
information which can be brought to the Contractor's attention which might prevent
costly errors and misdirection. The Contractor shall remain completely responsible for
completing the all reports in full compliance with the requirements of the contract.
a) Constructive and corrective comments generated during the COTR review will be
provided to the Contractor by the COTR with a copy to the VA National Energy
Business Center (NEBC) Contracting Officer (CO). The Contractor shall respond
to the comments within the timeframes approved by the CO.
b) The Contractor shall respond to all report review comments in writing to the
COTR and CO, indicating one of the following: (1) Adoption and action taken,
(2) Adoption with modifications and action taken, (3) Alternative resolution and
action taken, or (4) Rejection.
c) In cases other than unqualified adoption, the Contractor shall provide a statement
as to why the reviewer's comments and/or recommendations are inappropriate.
Any disagreements will be referred to the CO for a final decision. Report review
comments shall not relieve the Contractor from compliance with terms and
conditions of this contract.
5. Report Signature. Each report shall be signed by the Contractor personnel who prepared
the report and/or is responsible for its preparation.
6. Report Acceptance. Government Acceptance (and for purpose of payment) occurs after
the delivery of the Final Report by the Contractor and review by COTR and resolution of
comments of the Final Report. Acceptance will be made by the COTR with a copy to the
Task 1 - Feasibility Study
1. General. The Contractor shall conduct technical and economic feasibility assessments for
each of the selected sites. The Contractor shall gather all information from the site,
analyze and provide insight into the operating profile of the facilities and their
consequent suitability for a direct geothermal system conversion and shall recommend
the most feasible solution for the specified site, including the potential for alternative
1) The purpose of the site visit is for the Contractor to observe and evaluate existing
field conditions and collect relevant data as necessary to accomplish the work. The
Contractor’s site visit shall consist of an adequate number of specialized personnel.
Follow-up site visits may be needed during the process of the report preparation, if
deemed necessary and approved by the CO. Reports summarizing the conditions
observed, personnel contacted, and data gathered during the visits shall be included in
the Draft and Final reports.
2) The Contractor shall provide a ―Site Visit Plan‖ in accordance with Section 3.8,
Schedule of Deliverables, listing the planned subject matter expert (SME) personnel.
3) During the site visit, walkthroughs of the potential areas shall be conducted. VA
facility personnel will escort and participate in each site visit walk-through of all
areas of the facility to provide appropriate assistance, access and information. The
Contractor shall obtain appropriate measurements and coordinate data collection of
key equipment operating parameters during the walk-through.
4) The Contractor shall also verify through inspection and testing (with COTR approval
and supervision) the location, capacity and condition of all utilities, including
mechanical and electrical equipments, effected by any geothermal system installation.
3. Data Collection.
1) The COTR will provide the Contractor updated billing histories for facility heating,
water heating energy, etc., (natural gas, fuel oil and coal for example), as required.
2) As a minimum, the following information shall be coordinated, obtained, gathered
and/or collected by the Contractor for each site:
a) hot water/steam usage
b) possible hot water/steam distribution system modification
c) all available incentives, grants, and rebates
d) tariff information
e) site drawings
f) any potential or existing adverse conditions for geo-thermal projects at this site
g) Description of site operations
4. Technical Analysis and Design Determination.
1) The Contractor shall determine the feasibility of installing a direct geothermal system
to meet the facility requirements within Contractor-stated temperature and heat
transfer parameters. Contractor shall discuss design options dependent upon potential
test well drilling results. In the process, the Contractor shall perform detailed
technical analyses, determine energy balance, investment cost and the economic merit
of the alternatives recommended. The Contractor shall graph monthly utility loads
and shall also use computer modeling of the utility bills to ensure that savings
predictions are modeled on real tariffs.
2) Using a minimum of two years of data, the Contractor shall develop facility energy
baseline models. Component baseline models shall be represented using the most
relevant physical parameter(s) as the independent variable(s). The baseline energy
models shall be developed using one or more of the following types of data:
a) Short-term measured data obtained from data loggers or the EMCS system
b) Long-term hourly or 15-minute whole building energy data, such as cooling and
heating consumption, water heating energy consumption
c) Utility bills for heating/ cooling and hot water
3) The Contractor shall determine mechanical equipment capacities, utility locations and
potential interconnection points for the potential new systems based on the as-built
blueprints, drawings and schematics for each facility, if available.
4) The Contractor shall determine the system to meet or exceed peak demand by
analyzing and determining the requirements of the facility.
5) Calculations shall be titled with each analysis clearly indicating subject/ problem
being studied, applied references, assumptions, and analysis of answer. The
a) Determine the appropriate system size and hot water/ heating production potential
b) Provide a conceptual layout and initial design of system
5. Financial Analysis.
1) General. The evaluation shall contain sufficient information of proposed capital
investments that are expected to reduce the long-term operating costs of the options
proposed under this contract for the Government to determine whether the proposed
options are economically feasible. The Contractor shall conduct a comprehensive
financial analysis for the identified options. The Contractor shall determine if any
significant energy conservation opportunities exist as a result of the project
2) The Contractor shall provide detailed estimated costs to implement project, including
new equipment, labor, Operation and Maintenance (O&M) costs, Contractor’s
overhead & profit, and other relevant costs, including the source of the data/ cost.
The Contractor shall cross-check these estimates against other known metrics.
3) The Contractor shall compute Life Cycle Cost (LCC) for project alternatives,
compare project alternatives in order to determine which has the lowest LCC,
perform annual cash flow analysis, and compute net savings (NS), savings-to-
investment ratio (SIR), and adjusted internal rate of return (AIRR) for project
alternatives over their designated life-cycle period.
4) The Contractor shall evaluate the following financing options for geothermal systems
at the specified site:
a) Energy Savings Performance Contract (ESPC)
b) Utility Energy Services Contract (UESC)
c) Enhanced Use Leased (EUL)
d) Direct Funding
5) The Contractor shall analyze whether the operating and investment costs result in
sufficient rates of return after debt obligation. In the analysis, the Contractor shall
evaluate design and installation costs of the geothermal system; operating costs
including fuel purchased, operating labor, chemical, and maintenance; and
investment-associated cost including (but not limited to) investment tax credits,
depreciation, local property taxes, and insurance.
6) The contractor shall evaluate the potential impacts of utility and or state rebate and
tax incentive programs designed to encourage the use of geothermal systems. The
Contractor shall account for any varying incentives due to system capacity and shall
analyze proposed systems at varying capacities to maximize any incentives available
at that location. Contractor shall clearly state proposed cost for systems both with
and without such incentives.
6. Design and Construction Requirements.
1) The Contractor shall coordinate with the site and evaluate long-range facility
planning constraints to determine logistical and environmental barriers that may
impact the project. Such issues include (but are not limited to) historical buildings,
state regulations, planned or pending building modifications, and anticipated change
in facility use. Buildings that anticipate a change in use or are to receive major
modifications should not be considered viable locations.
2) The Contractor shall establish and document potential locations for the geothermal
project detailing any physical limitations that may impede construction such (but not
limited to) noise and pollution from geothermal systems and physical dimensions of
different prime movers and their ancillary equipment that would influence equipment
3) The Contractor shall identify site difficulties including (but not limited to) poor
access and the facility’s preferences for contractors including modifiers for security
precautions, rigging, structural enhancements and modifications to the facility that
will impact the project cost. The Contractor shall provide recommendations on how
to minimize the impact of construction on patient care when performing a
construction project of this type at an operating medical center. Recommendations
shall include how to pre-arrange and schedule for interconnections to the existing
building and utility systems with minimum interruption possible.
4) The report shall include an estimate of approximate number of days for construction
completion and include time required to obtain all necessary permits and approvals.
These days may change due to special requirements in the project, abnormal seasonal
variations in weather or climatic conditions, and etc.
5) The report shall include detailed descriptions for required site work and site
preparation and anticipated issues/ concerns during construction such as (but not
limited to) disposal of materials (including hazardous materials), site and building
access, excavation and foundation issues, environmental and safety issues, economic
impacts, permits and requirements impacts, and chemical/ hazardous materials
7. Final Report.
1) Summarize findings
2) Rank conceptual designs in terms of effectiveness and desirability
3) Provide overall recommendation for proposed system installation
Task 2 - Environmental Assessment or Categorical Exclusion (Option)
1) Purpose. Prepare an EA or Categorical Exclusion for the proposed action to ensure
VA compliance with the regulations set forth by the Council on Environmental
Quality implementing the provisions of the National Environmental Policy Act
(NEPA), Title 40 CFR Parts 1500 – 1508; and VA Regulations, Environmental
Effects of VA Actions, Title 38 CFR, Part 26 (51 FR 37182, October 20, 1986).
2) Definition. NEPA Part 1508.9 defines an Environmental Assessment as ―. . . a
concise public document . . . that serves to briefly provide sufficient evidence and
analysis for determining whether to prepare an environmental impact statement or a
finding of no significant impact."
2. EA Draft and Final Report Requirements. The EA Final Report shall include (but not be
1) Brief Project Scope. The EA shall evaluate potential direct, indirect, and cumulative
impacts on environmental and land use resources of drilling a test well at the VA
2) Summary Sheets. The Contractor shall use the VA Environmental Assessment
Summary Sheet (Attachment A) as a guide to summarize the environmental analysis
of the proposed action. In the Draft and Final EA reports, the Contractor shall
incorporate a discussion of the various alternatives to this action, including the ―no-
action‖ alternative. Attachment B contains a Sample Table of Contents for the
complete EA report deliverable.
3) Environmental Assessment Description. The Contractor shall provide a written
description of each affected environmental attribute that includes (but is not limited
to) the following:
a) Description of the existing condition
b) Analysis of any identified environmental impacts
c) Detailed description of measures required to mitigate adverse environmental
impacts to an acceptable level, if possible
d) Statement concluding what unavoidable adverse impacts would remain after
4) Finding of No Significant Impact (FONSI). The Contractor shall provide, as
applicable, the FONSI documentation to support their environmental assessment for
the Contracting Officer’s use. The FONSI shall be included as an appendix to the
final EA document.
5) Contractor shall assist VA to obtain all required local permits for the test well
Optional Task 3 –Test Well Drilling
1. General. The installation of a test well at the site(s) is required in order to confirm that
geothermal conditions (including but not limited to thermal conductivity and temperature
stability) will support the proposed project. The intent is to drill a test well that could be
useful for further development of a direct use geothermal well.
a. The Contractor shall provide all labor, materials (including casing, packing,
associated grout to surface, well cap and pad) and supervision necessary to perform
well drilling operations and successfully provide a complete and usable well.
b. The contractor shall be knowledgeable in local and state code requirements and
identify and obtain all necessary permitting prior to mobilizing.
c. Before start of work, the Contractor shall submit for approval a detailed plan and
well design along with permitting requirements and testing protocol.
d. The well finished depth should be from 1,000 feet to 1,600 feet depending upon the
underground hot water with a 6‖ nominal bore and 8‖ nominal 29 Lbs/ft (0.365‖)
steel casing or other agreed upon materials that meet state and local code
e. Contractor shall remove all material from site and dispose of properly in a
f. The well must be kept in a disinfected state during and after completion of the well
drilling using national ground water association standards.
g. The well head shall be set in a manhole trench and sealed with a standard water well
sanitary well head. Manhole details and well head seal shall be submitted for
approval prior to drilling.
h. Well Testing.
i) The well shall be tested for a minimum of 24 hours to determine the well drawn
down and verification that the well is not perched water
ii) The well shall be tested at every 100 ft from 0-1000 ft down and every 50 feet
thereafter to finished depth for water temperature in a static state and a pumping
state below the pump (reference temperature gradient testing)
i. During the pump test the Contractor shall determine the appropriate location for the
water being pumped out. The Contractor must receive concurrence from facility staff
that the proposed location for disposal of the water being pumped from the well is
acceptable to the facility.
j. Work shall include necessary field and laboratory tests including water
k. The well water must be tested for primary Federal Housing Administration (FHA)
drinking quality standards by a test laboratory approved by the state and well
2. Submittals. The following submittals are required under Task 3:
a. Contractor shall submit for approval a written test well design and testing protocol
b. Contractor shall submit for approval prior to drilling manhole details and well head
c. The Contractor shall provide a written report to the VA to include (but not limited to)
the analyses of the soil testing, production rates, pressure declines, and temperature
changes and how they influence the performance of the reservoir. Three (3) copies of
this report plus one (1) electronic copy using (PDF format) (CD) shall be submitted to
d. The Contractor shall prepare applications and supporting documents, and contact
local authorities to obtain all necessary permits for test well drilling.
Optional Task 4 - Schematic Design Effort and SOW Support
1) General. The Optional Task 4 is to provide Contractor support of the VA in developing
procurement language to solicit geothermal system and installation design services, and
the development of evaluation factors for source selection. The Contractor shall also
provide technical advice to the VA during proposal reviews and contract negotiations
with potential design/build contractors, and provide guidance on system designs
submitted by potential design build contractors.
2) Schematic Design and RFP Development.
a. Based upon the recommendations of the Feasibility Study and the well drilling testing
results, the Contractor shall provide a schematic design for each site as provided
under the option to be used for the basis of a design/ build contracting effort.
b. The Contractor shall develop the technical description for the system to be procured
for each site to be used as the basis of an RFP. To the extent possible, the Contractor
shall standardize the RFP language to be used for the proposed geothermal projects
resulting from this contract.
3) Technical Advisor. The Contractor shall:
a. Provide guidance on evaluation factors to be included in proposal reviews
b. Provide written review comments on technical proposals received for the projects
c. Assist the VA as requested when negotiating the contract with the selected bidder on
the technical design aspects of the project.
4) Provide Guidance on System Design. Review installation designs submitted by selected
Contractors. The review will include EA compliance, mechanical HVAC drawings, and
major equipment specifications when designs are approximately 80% complete. Provide
written review comments focusing on ensuring environmental compliance and potential
design enhancements that will increase the likelihood of a successfully operating system.
Optional Task 5 – Soil Sampling for Ground Source Heat Pump
1. General. The soil sampling at the site(s) is required in order to confirm that geothermal
conditions will support the ground source heat pump project.
a. The Contractor shall provide all labor, materials and supervision necessary to perform
soil sampling operations and successfully provide the soil thermal conductivity and
b. The contractor shall be knowledgeable in local and state code requirements and
identify and obtain all necessary permitting prior to mobilizing.
c. Before start of work, the Contractor shall submit for approval a detailed plan and
drilling design along with permitting requirements if necessary.
d. The drilling finished depth should be 200 feet below ground
e. Contractor shall remove all material from site and dispose of properly in a responsible
f. Work shall include necessary field and laboratory tests
2. Submittals. The following submittals are required under Task 3:
a. Contractor shall submit for approval a written drilling design
b. The Contractor shall provide a written report to the VA to include (but not limited to)
the analyses of the soil sampling data. Three (3) copies of this report plus one (1)
electronic copy using (PDF format) (CD) shall be submitted to the COTR.
c. The Contractor shall prepare applications and supporting documents, and contact
local authorities if necessary.
3.0 CONTRACT PERFORMANCE REQUIREMENTS
1) The Contractor shall provide and be responsible for all labor, materials (unless
otherwise identified), and support for this work.
2) The Contractor shall perform due diligence to avoid potential physical damage to
existing utilities and to note any damage/ deficiencies to existing utilities in the
feasibility assessment. Any existing damage or deficiencies should be noted in the
3.2 Responsibility Matrix.
1) The Contractor must identify all roles and responsibilities needed to support this
effort. The Contractor shall review the full service solution with VA personnel to
ensure full functionality and support. Potential responsibilities including (but are not
limited to) the following with descriptions and Contractor and VA roles are listed
Task Description Contractor Role VA Role
1. Project Planning Kick-off meetings, Coordinate Participation &
determine project scope and coordination
objectives; complete project
2. Site Visit Plan Develop Site Plan schedule Request specific Approval &
Time & Dates for coordination
3. Site Visits Perform site visits to gather Gather information Support and
4. Weekly Meetings Weekly progress Progress update, Participant,
discussion, minutes, notes coordinate dates/
identify action items times
5. Feasibility Studies Perform on likely locations Provide Assist with
& propose information as
6. Environmental Environmental analysis for Provide Assist with
Assessments recommended systems information as
7. Environmental Perform environmental Provide Review &
Compliance reviews on designed approval
8. SOW Support & Provide assistance as Provide as Identify need to
Design Review needed and requested by requested Contractor
Support VA in development of RFP
Task Description Contractor Role VA Role
documents and review of
3.3 VA Points of Contact.
1) NEBC Contracting Officer. The NEBC Contracting Officer is the focal point for all
matters regarding this Contract.
Name: JOHN YALLECH, JR.
Ph: 216-447-8300 x3518
Address: VA NEBC
4141 Rockside Rd
Seven Hills, OH 44131
2) Facility Contracting Officer’s Technical Representative. All technical matters are to
be addressed to the COTR.
3) The COTR may designate a focal point for facility technical matters.
1) VAAR- 852.273-75 SECURITY REQUIREMENTS FOR UNCLASSIFIED
INFORMATION TECHNOLOGY RESOURCES (Interim - October 2008)
a) The Contractor and their personnel shall be subject to the same Federal laws, regulations,
standards and VA policies as VA personnel, regarding information and information system
security. These include, but are not limited to Federal Information Security Management Act
(FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the
Department of Commerce's National Institute of Standards and Technology (NIST). This also
includes the use of common security configurations available from NIST's Web site at
b) To ensure that appropriate security controls are in place, Contractors must follow the procedures
set forth in "VA Information and Information System Security/Privacy Requirements for IT
Contracts" located at the following Web site: http://www.iprm.oit.va.gov.
(end of clause)
2) These provisions shall apply to all contracts in which VA sensitive information is
stored, generated, transmitted, or exchanged by VA, a Contractor, subcontractor or a
third-party, or on behalf of any of these entities regardless of format or whether it
resides on a VA system or Contractor/subcontractor’s electronic information
system(s) operating for or on the VA’s behalf.
3) Clauses (a) and (b) shall apply to current and future contracts and acquisition vehicles
including, but not limited to, job orders, task orders, letter contracts, purchase orders,
and modifications. Contracts do not include grants and cooperative agreements
covered by 31 U.S.C. §6301 et seq.
4) The required Contractor employee Position Sensitivity level is Limited Risk and the
level of Background Investigation is NACI for Contractor employees who require
5) The Contractor shall adhere to the following additional requirements:
a) The Contractor and his/her personnel shall wear visible identification at all times
while he/she is on the premises
b) Possession of weapons is prohibited per VA policy
c) The Contractor shall obtain all necessary licenses and/or permits required to
perform the work
3.5 Confidentiality & Non-Disclosure.
1) The Contractor staff and management may have access to some privileged and
confidential materials of the Department of Veteran Affairs (DVA), such as, budget
and strategic plans. These printed and electronic documents are for internal use only,
are not to be copied or released without permission, and remain the sole property of
the United States and DVA. Some of these materials may be protected by the Privacy
Act of 1974 (revised by PL 93-5791) and Title 38. Unauthorized disclosure of
Privacy Act or Title 38 covered materials is a criminal offense.
2) Regulatory standard of conduct governs all personnel directly and indirectly involved
in procurements. All personnel engaged in procurement and related activities shall
conduct business in a manner above reproach and, except as authorized by statute or
regulation, with complete impartiality and with preferential treatment for none. The
general rule is to avoid strictly any conflict of interest or even the appearance of a
conflict of interest in VA- Contractor relationship. Questions shall be referred to the
VA NEBC Contracting Officer for clarification or resolution.
3) The Contractor shall adhere to the following additional requirements:
a) Control access to system and security software and documentation
b) Recording, monitoring, and control of passwords and privileges
c) All terminated employees are denied physical and logical access to all data,
program listings, data processing equipment and systems
3.6 Government Provided Information.
After the NTP, the COTR will transmit all available information (e.g., previous
environmental assessments, geotechnical studies, historic data, topographic and property
surveys) to assist the Contractor in evaluating the environmental impact of the proposed
action on and adjacent to the designated property. The COTR will also provide access to
a full set of as-built drawings and schematics for each facility, if available.
3.7 Schedule of Deliverables.
1) The total period of performance is 195 calendar days from NTP. The option for EA
will be executed based off the draft of a positive feasibility report, and permits may
be obtained once the draft EA Report has been submitted. The Contractor’s proposed
schedule will address the following deliverables to show completion of all tasks
within the allotted 195 calendar days:
Submittal Due No Later Than
Quality Control Plan With proposal
Submittal Register With proposal
Master Safety Plan With proposal
Project Task Schedule With Proposal
Performance and Payment Bond 10 Days after NTP to obtain
Proof of Insurance 10 Days after NTP to obtain
Project Plan and Updates Weekly
Site Work Schedule 7 Calendar Days after Award
Site Visit Plan 7 Calendar Days after Award
Initial Site Visits 21 calendar days after Award
FS Draft Reports 35 calendar days after
completion of site visit
FS Final Reports 14 calendar days after receipt
of VA comments
EA Draft Reports 35 calendar days after Award
EA Final Reports 14 calendar days after receipt
of VA comments
Acquiring required Permit for drilling 60 calendar days from the
(Option) option task awarded
Drilling 42 calendar days
Schematic Design and SOW Support
Soil Sampling report (Option) 70 calendar days after the
option task awarded
2) All submittals shall be submitted in 2 hard copies and in electronic (MS Office and
3) Contractor will present progress to VA representatives either at the conclusion of
each task activity or at mutually agreed upon times as necessary to inform VA
management of results and progress with the program
3.8 Scheduling. All schedules shall be in Microsoft MS Project format.
1) Project Task Schedule. After award the Contractor shall revise and update the
schedule provided with the proposal due 10 days after award. The VA will review
and approve the revised Contractor’s proposed schedule. After approval, the
Contracting Officer will issue the Notice to Proceed.
2) Site Work Schedule. The Contractor shall develop a Site Work Schedule for Task
Orders showing all required tasks, milestones, descriptions and dates from NTP to
3) The Contractor shall arrange its on-site work so that it will not interfere with normal
Government business. The Contractor shall develop a schedule for all on-site work
and important tasks to complete contract performance from contract NTP through
delivery of final report. After award, in no event shall the Contractor change the
approved schedule without the consent of the Contracting Officer.
4) If the Contractor desires to work on Saturday, Sunday, holidays, or outside the project
site's normal working hours, which normal working hours are specified below, it may
submit a request for approval to the COTR at least seven (7) working days prior to the
proposed start of such work.
5) Normal work hours for VA facilities are 8:00 am to 4:30 pm Monday through Friday
except for Federal Holidays. Any deviations from this schedule will be identified by
6) The holidays observed by the Federal Government are:
New Year’s Day January 1
Martin Luther King Day 3rd Monday in January
Presidents’ Day 3rd Monday in February
Memorial Day Last Monday in May
Independence Day July 4
Labor Day 1st Monday in September
Columbus Day 2nd Monday in October
Veterans’ Day November 11
Thanksgiving Day 4th Thursday in November
Christmas Day December 25
Any other day as declared as a holiday by the President of the United States.
Holidays that fall on a weekend are normally observed on the closest weekday.
3.9 Contract Administration.
1) Type of Contract. Firm Fixed.
2) The contractor shall be aware that the requirements of 52.228-16, Performance and
Payment Bonds—Other Than Construction, only apply to the optional Task 3, ―Test
FAR 52.228-16 Performance and Payment Bonds—Other Than Construction
a) Definitions as used in this clause--
―Original contract price‖ means the award price of the contract or, for requirements contracts, the
price payable for the estimated quantity; or, for indefinite-quantity contracts, the price payable for
the specified minimum quantity. Original contract price does not include the price of any options,
except those options exercised at the time of contract award.
b) The Contractor shall furnish a performance bond (Standard Form 1418) for the protection of the
Government in an amount equal to ___50%____ percent of the original contract price and a
payment bond (Standard Form 1416) in an amount equal to ____50%__ percent of the original
c) The Contractor shall furnish all executed bonds, including any necessary reinsurance agreements,
to the Contracting Officer, within 10 days, but in any event, before starting work.
d) The Government may require additional performance and payment bond protection if the contract
price is increased. The Government may secure the additional protection by directing the
Contractor to increase the penal amount of the existing bonds or to obtain additional bonds.
e) The bonds shall be in the form of firm commitment, supported by corporate sureties whose names
appear on the list contained in Treasury Department Circular 570, individual sureties, or by other
acceptable security such as postal money order, certified check, cashier's check, irrevocable letter
of credit, or, in accordance with Treasury Department regulations, certain bonds or notes of the
United States. Treasury Circular 570 is published in the Federal Register, or may be obtained
U.S. Department of the Treasury
Financial Management Service
Surety Bond Branch
3700 East West Highway, Room 6F01
Hyattsville, MD 20782.
Or via the internet at http://www.fms.treas.gov/c570/.
(End of clause)
3) Workers Compensation. The Contractor is required to comply with applicable Federal
and State worker’s compensation and occupational disease statutes; however,
notwithstanding the permissibility of deductibles under those statutes, worker’s
compensation shall be obtained without any deductibles. If occupational diseases are
not compensable under those statutes, they shall be covered under the employer’s
liability section of the insurance policy. Employer’s liability coverage of at least the
following limits (and without a deductible) shall be provided, except in states with
exclusive or monopolistic funds that do not permit worker’s compensation to be written
by private carriers.
a) Bodily Injury by Accident - $100,000 each accident
b) Bodily Injury by Disease - $500,000 policy limit
c) Bodily Injury by Disease - $100,000 each employee
4) Contract Coordination. The VA may enter into additional contracts to support VA
needs not included as part of this contract. The Contractor shall provide site/ project
access for such VA contract activities and coordinate this contract's work so as not to
impede their execution. The Contractor shall maintain contact with the VA to
establish/monitor the status of these contracts and shall represent their development
5) Changes and Modifications.
a) The Contractor shall correct any errors or omissions in the original documents
that may create problems during the assessment. The correction shall be done in
timely manner with no additional cost to the VA. The Contractor shall
incorporate these changes into their assessment and on any drawings at no extra
cost to the VA. In addition, the Contractor shall incorporate changes on
b) Any variation which constitutes a change during the work shall be processed
through the Contracting Officer with a copy to COTR regardless of whether there
is a change in contract price. The Contractor is required to prepare and submit a
RFI to VA.
c) The Contracting Officer may issue a modification if a noted change is
considered to be out of the scope of work or additional scope to the work.
d) If the Contracting Officer deems necessary, the VA will submit an RFP to the
Contractor and the Contractor shall submit a proposal to the VA field engineer
as soon as possible. After the review of the price proposal, a negotiation will
follow between the VA and the Contractor prior to issue a modification by the
e) No change work shall proceed until a modification is approved in writing and
signed by the Contracting Officer.
a) Invoice Processing. The Contractor shall submit an invoice after acceptance of
the Final Report by the Contracting Officer. There shall be no interim, progress
and provisional payments.
b) Electronic Invoice Submission. The Department of Veterans Affairs VA
Financial Service Center (FSC) is the designated Fiscal Office for invoice
receipt and payment in accordance with the Prompt Payment Act (5 CFR part
1315). FSC or its designated representative may contact the vendor to provide
specific instructions for electronic submission of invoices. The vendor shall be
responsible for any associated expenses. FSC may utilize third-party
Contractors to facilitate invoice processing. Prior to contact by FSC or its
designated representative for electronic invoicing submissions, the vendor shall
continue to submit all invoices to FSC at the following mailing address:
Department of Veterans Affairs
Financial Services Center
P.O. Box 149971
Austin, TX 78714-8971.
c) Data Universal Numbering System (DUNS) Number. The offeror shall enter, in
the block with its name and address on the cover page of its offer, the annotation
―DUNS‖ or ―DUNS+4‖ followed by the DUNS or DUNS+4 number that
identifies the offeror’s name and address. The DUNS+4 is the DUNS number plus
a 4-character suffix that may be assigned at the discretion of the offeror to
establish additional CCR records for identifying alternative Electronic Funds
Transfer (EFT) accounts (see FAR Subpart 32.11) for the same parent concern. If
the offeror does not have a DUNS number, it should contact Dun and Bradstreet
directly to obtain one. An offeror within the United States may contact Dun and
Bradstreet by calling 1-866-705-5711 or via the internet at http://www.dnb.com.
An offeror located outside the United States must contact the local Dun and
Bradstreet office for a DUNS number.
d) The Contractor and his/her personnel shall wear visible identification at all times
while he/she is on the premises.
e) Possession of weapons is prohibited per VA policy.
f) The Contractor shall obtain all necessary licenses and/or permits required to
perform the work.
4.0 INSTRUCTIONS TO OFFERORS
4.1 Restrictive or Proprietary Data. Offerors that include in their quotes data that they do
not want disclosed to the public for any purpose, or used by the Government except for
evaluation purposes shall:
1) Mark the title page with the following legend:
This quote includes data that shall not be disclosed outside the Government and shall
not be duplicated, used, or disclosed-in whole or in part-for any purpose other than to
evaluate this quote. If, however, an Order is awarded to this Offeror as a result of-or
in connection with-the submission of this data, the Government shall have the right to
duplicate, use, or disclose the data to the extent provided in the resulting contract. This
restriction does not limit the Government’s right to use information contained in this
data if it is obtained from another source without restriction. The data subject to this
restriction are contained in sheets [insert numbers or other identification of sheets];
2) Mark each sheet of data it wishes to restrict with the following legend:
Use or disclosure of data contained on this sheet is subject to the restriction on the title
page of this quote.
4.2 Use of Advisors. Offerors are advised that VA contractor personnel may assist the
Government during the Government’s evaluation of Quotes. These persons shall be
authorized access to only those portions of the quote and discussions that are necessary to
enable them to provide specific technical advice on specialized matters or on particular
problems. These individuals will be required to protect the confidentiality of any
specifically identified trade secrets and/or privileged or confidential commercial or
financial information obtained as a result of their participation in this evaluation. They
shall be expressly prohibited from scoring, ranking or recommending the selection of an
4.3 Travel Costs. The Offeror shall include travel costs associated with the completion of
each task in their fixed-price for each priced line item. Travel shall be in accordance with
4.4 Submittal Format.
1) The Offeror shall submit the quote in two Volumes (Volume I and II). In order that
the Volume I (Technical) may be evaluated strictly on the merit of the material
submitted, the Offeror shall include NO price information in Volume I. Volumes I
and II will be evaluated independently. The Offeror shall separately bind each
Volume I and II.
2) The Offeror shall submit Volumes I and II in both hard copy and in electronic format.
The hard copies shall be an original and two (2) copies. The two (2) electronic copies
shall be submitted on CD-ROMs. Include page numbers and the company name in
the header or footer of each page. The Quote must be submitted in Microsoft Office
format. The price quote shall be in a Microsoft Excel workbook format. The Offeror
shall organize the quote in the following format:
3) The written quote including title page, detailed table of contents, preface, for Volume
1 Technical shall not exceed a total of 50 pages in Arial size 12 font. Volume II Price
Quote shall not exceed a total of 20 pages in Arial size 12 font. Excess pages will not
be evaluated. Use graphic presentations where such use will contribute to the
compactness and clarity of the quote. Each Key Personnel resume shall not exceed
two (2) pages in length and will not be counted in the page limit. The solicitation
with completed Pricing Schedule will not be counted in the page limit.
4) A page is defined as each face of an 8.5 X 11 inch sheet of paper containing
information. All information (except for document numbers, page numbers, etc.)
shall be provided in an image area of 7 X 9 inches. The background color of each
page of the submission shall be white or ivory stock only. Text lines will be single-
spaced. Use Microsoft Word Arial 12 point font. A smaller font size for any
graphics presented in a quote is permitted as long as the information is legible to the
human eye. Fonts other than Arial are permissible in the presentation of graphic
5.0 VOLUME I - TECHNICAL PROPOSAL
The Offeror shall include the following parts in the Volume I, Technical:
5.1 Part I, Executive Summary and Compliance Matrix. This shall provide the Government
with an executive overview of Volume I and a Compliance Matrix.
5.2 Part II, Corporate Experience & Technical Approach.
1) Corporate Experience. The Offeror’s Corporate Experience shall demonstrate
corporate experience with at least three projects completed within the last five years
in successful performance of project management, assessments, and test well drilling
for Federal or industry, including resource management, harnessing lessons learned
from similar organizations, communication, organizational structure, future state
forecast analyses, gap analyses, performance management tools and metrics. In
defining corporate experience provide the following information:
a) Project title, location and brief description, including the building use (e.g.,
Medical Facility, etc.) and contracting method
b) The prime Contractor and major subcontractors or contractor team arrangements
c) Project statistics including start and completion dates (original vs. actual) for
design and installation
This part shall provide the Offeror’s total bonding capacity, current available bonding
capacity, and expected available capacity in calendar years 2009 and 2010.
2) Technical and Management Approach.
a) The Offeror shall highlight their strategy for providing project management, the
appropriate resources and expertise for proper execution of the work, and all
aspects of the Offeror’s quoted project delivery philosophy to perform the
Statement of Work and meet deliverables. The Offeror shall describe the planned
methods for project management, including planning, and risk management. The
Offeror shall include their Project Delivery Philosophy that includes elements for
successful partnering, communication, commitment and conflict resolution.
b) Include a project organizational chart and narrative that describes the prime
responsible firm key personnel and roles and responsibilities including
subcontractors and teaming partners, if any.
c) The Offeror shall include a Draft Quality Control Plan and Draft Project Plan.
e) The Offeror shall provide a Schedule as follows:
i) Format. The progress schedule shall be in a time scaled bar graph format
using MS Project. All schedule items shall show a start date and a completion
date. The detailed schedule shall indicate specific tasks with dates for each
step of the process and shall reflect and comply with submittal requirements
listed in Section 3.8, Schedule of Deliverables.
ii) The Offeror shall provide a written commitment as to the time frame (number
of days after receipt of the notice to proceed) within which the Offeror shall
guarantee completion. The maximum anticipated completion of this project
(including design and installation of the entire project) is indicated in the
Schedule for Deliverables. The Offeror’s time frame shall establish the
contract completion date.
iii) The schedule shall detail all parts of work described in Task 3 Section 1,
including but not limited to obtaining permits, submittals, approvals, testing,
site cleanup, and final reports.
3) Key Personnel.
a) The Offeror shall demonstrate relevant management and subject matter expert
(SME) experience for Key Personnel involved in this procurement by submitting
resumes of proposed Key Personnel. The resumes of biographical data shall
include the name of the individual, company position, years with the company,
work/experience relevant to the scope of work, educational background, and tasks
to be assigned on this project. Provide the Offeror’s current workload and
availability of Key Personnel to manage the project. The Government reserves
the right to review and approve all resumes for Key Personnel positions prior to
b) The Offeror shall propose a labor matrix that matches its Key Personnel to
activities, tasks, and milestones that are aligned with the Statement of work. The
quote shall describe the roles and responsibilities of all Key Personnel, their
contribution to the execution of the Offeror’s methodology, the estimated
contribution of each key person in hours, percent of utilization, or similar, and the
manner in which the Government will be provided visibility into Key Personnel
contribution and performance.
5.3 Part III Past Performance.
1) The Offeror’s quote must include a summary description of at least three prior
contracts/orders per team member/sub-Contractor for projects completed within the
last five years with organizations with similar mission and functional domains, and of
comparable size, complexity and scope. These references must also include:
a) Contract/Order Number, brief description of the project, type of contract, amount
of the contract
b) Contracting Officer’s Name and Phone Number, Government agency
c) Contracting Officer’s Representative Name and Phone Number
The Offeror must indicate whether they were the prime Contractor, sub contractor or
other teaming arrangement.
2) The Offeror is required to submit a past performance survey (Attachment C) to all
references. The contact reference is required to complete the survey in its entirety
and return it directly to the Contracting Officer for validation by the closing date. In
the event the company itself does not have relevant past performance, past
performance surveys may be submitted on contracts performed by the Key Personnel
of the company that will also be performing on this requirement. In the event the
above mentioned reference does not complete the survey, the Government reserves
the right to contact the references for validation of past performance information.
The VA reserves the right to contact all the references that the Offeror lists.
6.0 VOLUME II – PRICE QUOTE
6.1 The Offeror shall include the following in Volume II:
1) The prices shall be Firm Fixed Price.
2) The Offeror shall submit the following tabs:
a) Tab A, Pricing Notes and Assumptions. This Tab shall be used to explain the
Offeror’s price quote. All special terms and conditions, assumptions, conditions
or exceptions related to the Offeror’s pricing shall be included in this Tab. The
Offeror shall take care not to include remarks that take exception to the
Government’s pricing requirements or otherwise preclude the Government from
evaluating the Offeror’s quote.
b) Tab B, Pricing Schedule. The Offeror shall submit a priced spreadsheet(s) keyed
to the Pricing Schedule for the performance work statement. Any costs associated
with Reports/Deliverables shall be included in the price of the labor and not
separately priced. The pricing schedule shall also include all travel expenses
associated with completion of each task.
7.1 FAR 52.212-2 Evaluation—Commercial Items.
EVALUATION—COMMERCIAL ITEMS (JAN 1999)
(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose
offer conforming to the solicitation will be most advantageous to the Government, price and other
factors considered. The following factors shall be used to evaluate offers:
Technical and Management Approach
Technical and past performance, when combined, are significantly more important than price.
(b) Options. The Government will evaluate offers for award purposes by adding the total price for all
options to the total price for the basic requirement. The Government may determine that an offer is
unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate
the Government to exercise the option(s).
(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful
offeror within the time for acceptance specified in the offer, shall result in a binding contract without
further action by either party. Before the offer’s specified expiration time, the Government may accept
an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written
notice of withdrawal is received before award.
(End of provision)
7.2 Corporate Experience will be evaluated on successful performance of project
management, performance of similar mission and functional domains in Federal or
industry for work of comparable size, complexity and scope within the last five years.
Scoring will be more favorable if management and design experiences are met.
7.3 Technical and Management Approach will be evaluated on the proposed methodology to
assess and recommend solutions iaw the statement of work. This includes elements for
successful communication, Draft Quality Control Plan and Draft Project Plan.
Knowledge of required permits for the specified site, and the timeline to obtain permits
will also be weighed.
7.4 Key Personnel will be evaluated on relevant management, design and installation
knowledge and experience on projects of comparable size, complexity and scope. This
includes clearly defined roles and responsibilities of subcontractors
7.5 Past Performance information will be evaluated on the quality of the Offeror’s past
performance within the last five years with respect to similar projects. This includes
timeliness of contract completion, including adherence to contract schedules and timely
submission of data deliverables; the Offeror’s ability to comply with the terms and
conditions of the contract; the overall quality of the work performed on the contract; the
Offeror’s managerial performance’ and whether or not the reference would enter into a
contract with the Contractor again. Offerors without relevant past performance or for
whom past performance information is not available, will receive a neutral rating.
7.6 The contractor’s price offer will be evaluated on price reasonableness in accordance with
the procedures in FAR Part 13, Best Value.
7.7 The price quote and schedule will also be used as an aid to determine the Offeror’s
understanding of the requirements to the solicitation, price reasonableness and assess the
validity of the Offeror’s approach to manage and perform the work within the allowed
timeframe. Award will be made to the Contractor that represents the best value.